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Cartegraph AMS Self-Service Guide: Assets

In this session, you will learn how to:

  • Create asset relationships
  • Record asset condition
  • Leverage asset inventory details

Asset Overview

With asset management, you want to answer three questions—What do I have? What condition is it in? How much is it costing me?  When talking about assets, we often talk about asset types vs. asset records. Asset type refers to a single category of asset such as Pavement, Water Hydrants, or Storm Inlets. As a part of the purchase and setup process for your Cartegraph system, you identified the types of asset types you needed to track, and Cartegraph installed those assets in your system. Now it’s time to populate the Cartegraph system with your actual asset inventory, so you may begin to answer those three key questions—What do I have? What condition is it in? How much is it costing me?

The first question is, what do I have? You can:

Learn more About Assets. Assets can have relationships. Learn more in the Advanced Topic session.

Condition

The next question is, what condition is it in?  Asset condition is derived from an asset’s observed condition during an inspection. To document an inspection in Cartegraph, create an inspection task, then complete that inspection.

Cartegraph uses a weighted average method, known as Overall Condition Index (OCI), to show an asset’s condition. The weighted average is determined using a combination of index and weights for each condition.  

Condition categories are observed during inspections. As part of the inspection, the user documents a value or index for each condition category. All condition indexes are set up on a 0 to 100 scale. Each half star represents 10 points on the 0-100 scale. So a 3-star value would equal 60. Each index value also corresponds with a Rating to describe the condition. 

Stars/Points

Index

Rating

5, 4.5

100-81

Excellent

4, 3.5

80-61

Good

3. 2.5

60-41

Average

2, 1.5

40-21

Fair

1, 0.5

20-1

Poor

0

0

Failed

As noted earlier, each condition category also has a weight. The weight indicates the impact of a condition category on the asset's Overall Condition Index (OCI). The condition category index value from an inspection, along with the weight of the condition category, is used to calculate the OCI for that inspection. See this OCI Calculation example. 

All asset condition information for all assets is documented on the 0-100 scale and using the ratings Excellent, Good, Average, Fair, Poor, and Failed.

Inventory Details

Now that you have some records in the system, you will want to put that information to use.  Check out these tips.

Detail View

The Overview Header of the Asset Detail record gives you important information such as when this asset was installed, replaced, and total cost to date. These details are derived from the asset’s task history, which we will talk about in the next portion of your learning path.

The Detail View is divided into sections on the left hand panel. Click on the title of a section to jump to that section. Select the checkmark to turn a section on or off and remove it from your view. 

Notice the last section of the detail view is Attachments. Attachments are a great way to share images and other documents.  Check out how to Add Attached Files.

List View

List View is a great way to consume a lot of information at once. Instead of jumping into the Detail View for each asset record, you can choose what pieces of information you want to see in List View. 

On the Assets tab, you can view multiple asset types at the same time. Note that when you have more than one asset type layer selected, you see common system fields. When layers are turned on for only one asset type, the Column Selector icon is available, so you can decide the fields of information you would like to see. You can reorder the columns and sort the data. Check out these examples.

  • What assets are costing you the most money? 
    • From the Column Selector, Add the Total Cost field
    • Click on the Total Cost field twice to sort Descending.
    • The assets costing you the most will be at the top of the list and you will be able to see what that total cost is for each.
  • What does my most recent inspection on each asset look like?
    • From the Column Selector, click the + next to Current Inspection ID
    • Add the fields: Inspected OCI, Inspected OCR, Inspected Date
    • See when each asset was last inspected and what the inspected value was
    • To quickly see which assets were never inspected, sort by Inspected Date

Forgot how to use List View?  Review the Navigation Views video again.

Also, remember that the List View can have sub-sorts.  If you are starting a new sort and it doesn’t look like the list is sorting correctly, check your columns to see if you have any other sort still turned on. To turn off a sort, click on the column(s) until the sort icon is gone.

Layers and Filters

Using Layers with Filters is a great way to control what’s on your screen. This is also a great way to help you find answers to questions. 

Check out these examples.

  • How many assets failed their most recent inspection?
    • Current Inspection ID/Inspected OCR IS Failed
  • How many assets are affected by the recall from Mueller for assets installed after 1993?
    • Manufacture IS Mueller
    • Replaced IS AFTER 1/1/1993

Forgot how to use Layers and Quick Filters?  Review the Layers video and Quick Filters videos again.  Also keep in mind that you can access the Advanced Topics section of your learning path to learn about Advanced Filters.

Reports

Don’t forget, you also have reports!  Access the Asset Summary Report from Detail View (for just that one asset record), from List View (to report on all asset records you have selected), or the Reports tab to include all assets on the report. 

To generate your own spreadsheet-like reports, remember to utilize the Export from List View feature.

Review

Now that you have completed this session, you should be able to:

  • Create asset records and add attachments
  • Perform an inspection
  • Use List View to display desired inventory attributes
  • Use Layers and Filters to answer questions about your inventory
  • Run a report
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